The Challenge
The company faced significant challenges in managing policies. The existing process was manual and fragmented, leading to inconsistencies and delays. Managers had to create, update, and distribute policies manually, often relying on outdated methods. This increased the risk of errors and non-compliance, as well as making it difficult to ensure that all policies were up-to-date and correctly implemented. Additionally, the lack of a centralised system made it challenging to track policy updates and ensure that all employees were aware of their responsibilities. Notifications and reminders were often missed, leading to overdue tasks and non-compliance with regulatory standards.
Pain Points
- Manual document handling makes version control and updates difficult.
- Lack of automated reminders leads to missed policy reviews and renewals.
- Compliance risks due to outdated or missing policies.
- Limited permissions allowing policies to be updated without authorisation.
- Limited visibility and tracking of policy acknowledgments and updates.
Business Impact
- Improved compliance and reduced legal/regulatory risks.
- Increased operational efficiency through automation.
- Centralised document storage enhances accessibility and governance.
- Better accountability with audit trails and tracking.
- Scalable policy lifecycle management across departments.
- Compliance notifications allowing teams to be notified when policies have been updated
Our Solution
To address these challenges, we implemented a Policy Management app using a model-driven app and Dataverse. This solution centralises policy creation and management, allowing for dynamic policy sections and the generation of PDF documents. The app provides a user-friendly interface for managers to create, update, and distribute policies efficiently, reducing the risk of errors and ensuring that all policies are consistently applied. Automated reminders ensure timely updates and compliance, notifying users when a policy is due for review or renewal. The app also allows for the assignment of tasks to the appropriate users or teams, ensuring that all responsibilities are clearly defined and tracked.
The Policy Management app includes features such as automated notifications, which keep all team members informed of important updates and deadlines. Managers can easily assign tasks related to policy creation and review, and track the progress of these tasks within the app. The dynamic sections of the policy creation tool allow for flexibility and customization, ensuring that policies are tailored to the specific needs of the company. Once a policy is created, it is automatically converted to a PDF document, ensuring that it is easily accessible and properly formatted.
Technology Stack
Model-Driven App
User Interface
Power Automate
Workflow Automation
SharePoint
Document Storage
Results & Impact
The implementation of the Policy Management app transformed the company’s approach to policy management. The centralised system enhanced accuracy and visibility, reducing errors and ensuring compliance. Automated reminders and dynamic sections improved efficiency, allowing managers to focus on strategic initiatives rather than administrative tasks. Notifications and task assignments ensured that all team members were aware of their responsibilities and deadlines, reducing the risk of overdue tasks and non-compliance.
The ability to generate and convert policies to PDF documents streamlined the distribution process, ensuring that all policies were easily accessible and properly formatted. The app’s user-friendly interface and automated features reduced the time and effort required to manage policies, allowing managers to focus on more strategic initiatives. Overall, the Policy Management app improved the company’s efficiency and compliance, ensuring that all policies were up-to-date, accurately implemented, and compliant with regulatory standards.
